This is a guide for setting up a Zap for importing Sales orders (SO) from Google Sheets to Katana. You can use a similar approach for importing Sales orders to Katana from other apps available on Zapier.

You can either follow this guide or use our Zapier template for easily setting up the Zap: template for importing Sales Orders from Google Sheets.

You can use this approach to do a one-time import of Sales orders to Katana or import orders continuously. Read more about using Zapier for a one-time Sales Order import.

1. In your Zapier account, create a new Zap.

2. Enter a name for the Zap.

3. Choose a trigger:

- Find and select "Google Sheets".

- Select a Trigger event: we recommend selecting "New spreadsheet row". This will start the Zap when a new row is added to the spreadsheet. For example, when a new sales order or sales order line is entered as a new row to the sheet.

There is an option to select "New or updated spreadsheet row", but the Katana app on Zapier does not enable you to update existing sales orders or sales order lines in Katana. This trigger event will create a new sales order or a sales order line in Katana when an existing row is edited on the spreadsheet.

- Choose your Google Sheets account and log in.

- Choose a spreadsheet and a worksheet where the sales order that you wish to import to Katana will be entered.

You can then test the trigger and continue.

4. Choose an action to find a customer:

- Find and select "Katana".

- Select an Action Event: we recommend selecting "Find customer" as the first action. This will enable you to match customers on rows on the spreadsheet to your customers in Katana and avoid creating duplicates.

- Choose your Katana account and log in.

- Select a Search By field. This is a field in Katana that is used for matching the customer on the spreadsheet. This is typically a unique identifier for the customer and we are going to use the e-mail address in this case.

- Select a Search Term. We are going to select "Customer e-mail" from Google Sheets in this case.

- If you wish to create new customers in Katana if a matching e-mail does not already exist, enable "Create Katana MRP Customer if it doesn't exist yet". Then map the fields from the spreadsheet to respective fields in Katana.

You can now test the action and continue.

5. Create an action to create a sales order:

- Click on the "+" button at the end of your workflow.

- Find and select "Katana".

- Select an Action Event: "Create Sales Order".

- Choose your Katana account and log in.

- As a Customer ID, go to "Custom" and select "ID" from the Katana section. This ID is not visible in the Katana user interface, but we recommend using it as a Customer ID in the Zap as it is a unique identifier.

- As an Order Number, choose the SO number column from the spreadsheet.

Important! If you have multiple rows on the spreadsheet with a matching SO number, then these rows will be grouped into the same sales order as line items in Katana.

- Choose a Katana Location to which you wish to send all sales orders from the spreadsheet with this Zap. Clicking on the Location field will display the list of all existing Locations on your chosen Katana account.

You cannot map a Location from the spreadsheet to a Location in Katana at a sales order level (if you have a Location column on the spreadsheet). All sales orders will be sent to one Location in Katana.

- Choose a Created Date. Either choose a column from the spreadsheet or type "today", for example, to assign a date of importing the SO as the created date.

- Choose a Delivery Date. Choose a column from the spreadsheet which includes the delivery date for the sales order.

- Choose the Variant SKU, Quantity, and Price Per Unit columns from the spreadsheet to respective fields in Zapier.

Important! The Variant SKU for an item on a SO line must already exist in Katana. If the Variant SKU does not yet exist in Katana, then the sales order (line) will not be imported to Katana. New items cannot be created in Katana via Zapier.

- Choose a Tax Rate ID. You cannot map a Tax Rate from the spreadsheet to a Tax rate in Katana at a sales order or sales order line item level (if you have a tax rate column on the spreadsheet). All sales orders and line items will be assigned the same chosen tax rate (from the list that includes all existing tax rates in Katana).

Continue and test the action.

Your Zap for importing Sales Orders from Google Sheets to Katana is now ready for turning on!

Additional comments

- You can use various date formats for the Created Date and Delivery Date on the spreadsheet. Please note that the dates will be interpreted as MM/DD/YYYY (when using "/" or "." in the format).

- Only new rows added after the last existing row on the spreadsheet will be imported to Katana. If you are adding new rows between other rows, for example, then these will not be imported to Katana.

- We recommend adding only complete and correct data to rows on the spreadsheet, otherwise incorrect data might be imported to Katana (if you edit rows after initially entering them, for example).

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